What's next for inventory management: AI & RFID in AV & event production

For years, the AV and live event production industry has relied on spreadsheets and manual processes that were not built to keep pace with growing production businesses. Our latest report found that for over 46% of event production teams, equipment visibility is the #1 operational challenge, while 63% of teams struggle with equipment loss and damage that go unnoticed until the costs hit the budget.

The problem with spreadsheets and manual processes

Spreadsheets often work when an operation is smaller. But as production businesses grow, manual updates start creating gaps: availability becomes outdated, equipment movements may be logged late, and shortages or missing gear can surface when they are already affecting a production.

The issue isn’t how teams use spreadsheets, but that the workflow has grown beyond what the tool was designed to handle.

Modern operations: what a connected workflow looks like

Modern inventory management software closes those gaps by bringing equipment information into one connected workflow. Real-time availability updates as gear moves, digital packing lists help teams scan and validate equipment, and shortage alerts flag conflicts before they reach load-in.

The result is less time spent cross-checking information and a clearer view of what gear is available, where it is and what’s needed next.

Premier Entertainment Group experienced this shift firsthand. After moving to a connected workflow with Rentman, the team gained a live view of inventory across their operation and reported a 25–35% increase in business.

How AI and RFID are reshaping inventory management

Now, a new generation of technology is changing what’s possible. AI is coming to the AV & event production industry.

AI can reduce the time spent searching, cross-checking, and turning information into action. Teams can use it to find equipment availability, identify conflicts, pull together project information, or automate repetitive setup work.

RFID makes it faster to scan and track equipment. Instead of scanning items one at a time, teams can identify many tagged items at once during packing, returns, or stock counts.

The Rentman approach: connecting AI & RFID to real operations

At Rentman, the focus is on making AI and RFID part of the workflows production teams already use.

With Rentman MCP, teams can connect AI tools such as ChatGPT or Claude directly to Rentman data and functionality. They can ask questions about equipment and availability, surface conflicts or turn incoming information, such as a dry-hire request or supplier invoice, into an action in Rentman without manually copying information between tools.

On the warehouse side, Rentman’s native RFID integration connects RFID scans directly to the inventory record, keeping equipment status, availability, and serialised item data in the same system without manual re-entry.

Both help teams see what’s happening across their operations, keep information connected from planning through execution, and reduce repetitive manual work.

Come see it in action

Visit us at booth #75 on 21 & 22 October at The Showman’s Show 2026 to see Rentman MCP and RFID in action.

You can also visit rentman.io to learn more about Rentman.